(a) Notice. When the department elects to use competitive sealed proposals to procure appraisal, right of way acquisition, landscape architectural, and scientific services, notice will be given as follows.
  (1) Electronic notice. Not less than 21 days before the proposal due date, the department will post a notice on an electronic bulletin board. The notice will contain the:
    (A) proposed contract or RFP number;
    (B) type of selection in accordance with §9.87 of this subchapter (relating to Selection);
    (C) general description of the project and work to be done;
    (D) due date for providers to send letters of interest to the department;
    (E) contact person;
    (F) date and location of the proposal meeting, if applicable; and
    (G) if the notice is for an appraiser, a statement that the appraiser must be a department-certified appraiser.
  (2) Organizations. The department will publish a quarterly statewide list of projected contracts to be issued under this subchapter and will provide upon request, or make available on the department's Web site, a copy of the list to community, business, and professional organizations for dissemination to their membership.
(b) Letter of interest.
  (1) The provider may obtain an RFP packet by:
    (A) sending a letter of interest to the department notifying the department of the provider's interest in the contract;
    (B) downloading it from the department's Web site; or
    (C) obtaining it at the proposal meeting, if applicable.
  (2) The department will accept a letter of interest by electronic facsimile.
(c) Requests for proposals. The RFP packet will include:
  (1) the requirements for a responsive proposal including:
    (A) date, time, and location for submittal of the proposal;
    (B) an outline of the required proposal format and content; and
    (C) mandatory/minimum provider qualifications;
  (2) scope of services to be provided by the department;
  (3) scope of services to be provided by the provider;
  (4) proposed contract duration;
  (5) proposed method of payment;
  (6) any constraints directly relating to the performance of the contract, if applicable;
  (7) description of the evaluation criteria including numerical weighting values;
  (8) a copy of the evaluation matrices;
  (9) type of contract selection;
  (10) a copy of the proposed contract, with all attachments;
  (11) criteria for breaking ties, if criteria are different from that outlined in §9.85(e) of this subchapter (relating to Evaluation);
  (12) any special contract requirements.
(d) Proposal meeting. The meeting may be either mandatory or optional at the discretion of the department. If the meeting is mandatory, the department will only accept proposals from providers represented at the meeting. The proposal meeting provides an opportunity for the provider to seek clarification or ask questions concerning the contract.

Source Note: The provisions of this §9.83 adopted to be effective March 21, 1999, 24 TexReg 1829; amended to be effective February 20, 2000, 25 TexReg 1146; amended to be effective January 4, 2001, 25 TexReg 13009; amended to be effective January 5, 2012, 36 TexReg 9348; amended to be effective February 18, 2016, 41 TexReg 1127